Tools Shortlisting Tools Checklist for Convenors and Members of Appointment Committees Ackowledgement Letter Candidate Unsuccessful Letter Candidate Interview Confirmation Candidate Reference Request Letter Example Candidate Reference Check (dot 46kB)  Interview Tools interviews & example behavioural questions search plans public seminars and lectures assessment centres psychometric & aptitude tests

Shortlisting & Interviews

Establish the Appointment Committee

The Appointment Committee should have a minimum of two (minimum of three for Academic positions) and ideally a maximum of five people, and be capable of testing the skills and attributes required of the position. It is up to the Convenor to determine the size and composition of the Appointment Committee depending upon the nature of the appointment.

The following guidelines are provided for the constitution of an Appointment Committee:

• the Convenor of the Appointment Committee who will usually be the Head of School or their nominee
• a person who has an understanding of how the role contributes to the effectiveness of the area (this will usually be the supervisor)
• a person with expertise in the field of the position
• one nominee of the Area Manager
• gender balance where possible

A member of the Appointment Committee may contribute more than one of the above attributes. The composition of the Appointment Committee must accord with the University's policy on Close Personal Relationships. Any potential conflict of interest must be raised with the Convenor as it becomes apparent.

Process Applications

This step involves communicating with applicants to acknowledge receipt of their application and that the selection process continues. This should be done either upon receipt of applications or as soon as possible after the closing date and may be done by phone, letter or email. Once all applications have been processed you will also need to advise the candidate whether or not they have been successful in obtaining an interview.

At or before the interview you may like to provide the shortlisted candidates with some information regarding the specific Area the position is located in or with some general information about the University.

You may like to use this Company Profile or develop your own an area specific profile.

Shortlisting Tools

• Ackowledgement Letter/Email
• Candidate Unsuccessful Letter/Email
• Candidate Interview Confirmation
• Candidate Reference Request Letter
• Example Candidate Reference Check (if requesting over the telephone)

Selection

The minimum tools that should be used in the selection process are an interview and referee reports, however there are other tools that can improve the selection process. The interview provides information about the personal qualities of the applicant, and will allow the applicant to elaborate and/or verify information about particular skills and attributes.

Staff from Recruitment Services are available to assist in planning the process and choosing appropriate tests, tools and questions. The tests chosen must be valid in that they allow a process that is rigorous and fair. It is important that the same selection process be applied to all candidates.

Written Applications and Resumés

Written applications and resumés are the normal means by which a candidate provides the base information upon which initial assessment of an application is carried out. They are usually submitted in hard copy, but increasingly these will be received by the University as attachments via email, or as web-based proformas. As applications are assessed against the selection criteria for the position, the advertisement will invite the candidate to address the selection criteria as part of their application.

Assessment Tools:

When planning your position you will have determined critical competencies, technical abilities or behaviours which are key the success of your role. The Recruitment Services team can provide you with assessment tools and testing products to suit the requirements of your role and allow you to make an informed hiring decision.
 
The tools include but are not limited to:

The choice of assessment would be derived by the level of your role and the specific outcomes you are interested in targeting.
 
Please contact Recruitment Services for further information including suppliers contacts, information on the available products and costing estimates.

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